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Home My WebLink About2024-01-24-LEX250-minSemiquincentennial Commission (Lex250) January 24,2024 Meeting Minutes Pursuant to notice duly filed with the Town Clerk,the Semiquincentennial Commission (Lex250)convened in a hybrid meeting in the Parker Room at the Town Office Building and via Zoom video conference on Wednesday,January 24 at 4:36 pm by Ms.Barry as allowed by legislation (S.2475)extending the suspension of certain provisions of the Massachusetts Open Meeting Law. Present in person: Suzie Barry,Select Board Member,Chair Doug Lucente,Select Board Member Jillian Tung,Music &Arts Representative,Clerk Noah Michelson,Community Representative Barry Cunha,Business Representative Mona Roy,Community Representative,Vice Chair Cleve Coats,Community Representative Tom Colatosti,Community Representative Ashley Rooney,Community Representative Jane Hundley,LPS 6-8 Social Science Department Head Julie O’Leary,Civic Representative Present remotely: Bebe Fallick,Tourism Committee Representative Cerise Jalelian,Town Celebrations Committee Representative Bridger McGraw,Community Representative Paul O’Shaughnessy,Historical Organization Representative John Rossi,Commission on Disability Liaison Absent: Steve Conners,Reenactment Community Representative ●The meeting was called to order at 4:30 pm by Ms.Barry ●Minutes from the 12/20 meeting and 12/6 regional meeting were approved unanimously ●Minutes from 1/10/2024 will be held until the next meeting ●RFQ for communications/marketing services ○Ms Barry presented an update on the search for a PR firm to manage communications and marketing services ○Ms.Barry has been in contact with potential applicants including John Guilfoil of JGPR and Boston-based Conventures ○Shields will not submit an application ○Ms.Barry reviewed scope of services in proposals from John Guilfoil and Conventures (approximately $135K) ○Ms.O’Leary asked how the new website would relate to the tourism site launched by Economic Development ○Mr.Lucente reiterated the goal of having one site that is the go-to place for visitors and community members and events ○If the Lex 250 Committee were to move forward with the proposal to engage the services of a firm,the town would then enter into contract negotiations ○Mr.McGraw mentioned that proposal should include deliverables,not just scope of services ○Funding would come from 2022 Special Town Meeting Article 8 (STM2022) ○Ms.Barry made a motion to approve engaging JGPR for communications and marketing services for the Lex 250 celebration,pending answers to the following questions ■Clarify the ownership of any content created. ■Define deliverables of services including dates. ■Who will manage the scope of the work? ○The motion was seconded by Ms.Rooney and approved unanimously by roll call vote ●Budget update ○Ms.Barry presented an overview of current financial status ○$387K left of ARPA ○Anticipating $150K from Michelle Ciccolo,but currently inaccessible ○ATM 2024 for $500K ■Ms.Barry discussed financial needs with town staff and departments, including Health,Fire,DPW,VC.LPD. ■Expenses that need to be funded include (partial list)transportation,health inspections,golf carts,wages,overtime,signs,radios,decorations,video screens,portable sanitary facilities,barricades,command control,IT, costumes for guides,support for a visit from a delegation from Antony, France (Lexington’s sister city)and much more ■On agenda for ⅖SB meeting to ask for support ■National Park Service estimated 250K visitors ■Ms.Roy asked whether money would be available to support outside groups ■Mr.Lucente also mentioned that we would need to consider transportation needs-probably limited to PD weekend 2025 ■Ms.Hundley asked about deadline for the town meeting request ■The group discussed the amount of money that should be requested from Town Meeting ■We need to have money in place,take care of municipal issues first ■Many community members may not be aware that Lex 250 Committee funding is used to pay for municipal expenses,which will be much greater than in normal years,and we don’t have supplies on hand that weekend because of marathon,so resources are scarce ■Mr.Cunha suggested asking the military base for resources ■Mr.Coats pointed out that Hanscom supports the Boston marathon every year and will need to serve as a landing zone if dignitaries arrive ■Mr.McGaw said that we need to think about messaging for the upcoming community meeting and developing a plan to raise money ■Mr.Colatosti asked about the upper limit of the amount being requested ○Community Meeting ■10/30/2024 at Community Center,7 pm ■Need facilitators for each table to keep conversations on track and focused ○Regional Meeting ■2/8/2024 in Lincoln ■Ms.Barry presented an agenda ■Kate Fox and Sheila Green from MOTT will be in attendance ○Mr.Lucente provided an update on the 1-yr Countdown Board ■Changes include the addition of the date April 19,2025 and removal of the ramp (DPW needs the structure to be flat with the sidewalk and indicated that disability access will still be maintained) ○Mr.Rossi emphasized the need to ensure that the surface can accommodate those with wheelchairs ○Mr.Lucente confirmed that DPW will be mindful of surface ○Meeting was adjourned at 6:05 by unanimous vote Respectfully submitted, Jillian Tung